Privacy notice

This notice explains what Maplepoint Limited does with personal data collected through this website and through the MyPropertySoftware application. It is written to be read, not to be survived.

Who is responsible

Maplepoint Limited (trading as MyPropertySoftware) is the data controller for the personal data described here. It is registered in England and Wales under company number 15432310. Its registered office is 2 Neville Place, High Road, London, England, N22 8HX.

For anything in this notice, including a request to see, correct or delete your data, write to leilah@mypropertysoftware.co.uk or use the contact form.

What we collect on this website

When you contact us or book a demonstration

The contact form and the demonstration booking form collect your name, email address and, for a booking, your telephone number and the rough size of your portfolio. We use these to reply to you and to arrange the demonstration you asked for. The lawful basis is our legitimate interest in responding to an enquiry you made.

When you simply read the site

We record which public pages are viewed so we can tell which of them are useful. What is stored is a random identifier held in your browser tab, which is discarded when you close the tab, the path of the page, the marketing campaign that referred you if there was one, and whether the device is a desktop, a tablet or a phone.

We deliberately do not store your IP address, in full or in part, your browser's user agent string, or any location. This measurement does not run at all if you choose "necessary only" on the cookie banner, if your browser sends a Do Not Track signal, or anywhere inside the signed-in application. These records are deleted after twelve months.

When you use the chat assistant

The chat assistant on the public pages is automated, and it tells you so. It answers from the same information published on this website, runs in your browser, and never sends what you type to an outside service.

To improve its answers we keep, for each conversation: what you asked, which answer it chose, how sure it was and whether it could answer; the page you opened it on; the language of the site; and whether the conversation ended in a booking or a message. If you have not chosen "necessary only" on the cookie banner and your browser does not send a Do Not Track signal, we also keep the same random visit identifier described above, so the conversation can be joined to the pages you read and, if you later give us your details in a form, to you. Email addresses and phone numbers we recognise in a question are replaced with a placeholder before anything is kept. If you book a demonstration or send us a message through the assistant, the details you type for that are handled exactly as through the forms above and are never kept with the conversation.

Conversations are deleted 90 days after their last message, and drop out of our nightly backups as those are replaced. Only our own staff with access to marketing enquiries can read them. The lawful basis is our legitimate interest in answering your questions and improving those answers. Please do not put sensitive information in a question.

If you choose "Accept all" on the cookie banner

On the public pages only, we then load Klaviyo, the service we use for marketing emails. It records which of our public pages you visit and recognises you when you return, using the cookie described in the cookie notice. If you are already on our mailing list, or later give your email address to a Klaviyo form, those visits can be linked to you. The lawful basis is your consent, which you can withdraw: choosing "necessary only" stops it and deletes what it stored in your browser. Klaviyo is never loaded inside the signed-in application. See Klaviyo's privacy notice for how Klaviyo handles it.

What we collect inside the application

If you become a customer, the application holds the information you put into it. That includes your account details and, because of what the product is for, information about your properties, your tenancies and the people connected to them. We process it to provide the service under our agreement with you. You remain responsible for the personal data you enter about other people, and we act on your instructions in respect of it.

If you choose to speak a question to Portfolio AI instead of typing it, your browser turns your speech into text using its own speech recognition. Where your browser can do that on your device, the audio stays on it; otherwise your browser sends it to its own speech service (Google for Chrome, Microsoft for Edge, Apple for Safari) under that company's terms. We never receive or keep the audio, only the text that appears in the box, and only if you send it. The microphone is used only while the microphone button shows it is on.

Who else sees it

We use the following services to run the product. Each of them processes data only to provide the function described, and none of them is permitted to use it for their own purposes.

• Supabase hosts the application, its database and the files you upload.
• Stripe takes subscription payments. Card details go to Stripe directly and we never see them.
• Resend sends email, including the messages you send to tenants from the product.
• Twilio sends text messages and WhatsApp messages on your behalf.
• OpenAI powers the portfolio question and answer features. Prompts are not used to train its models.
• LunchFlow provides the Open Banking connection that reads your bank feed.

We do not sell personal data, and we do not share it for anyone else's advertising.

Bank connections

Where you connect a bank account, that connection is made through Open Banking. It is read only, you authorise it directly with your bank, and you can withdraw it at any time. We never see or hold your banking credentials.

Your rights

Under UK data protection law you may ask for a copy of your personal data, ask us to correct it, ask us to delete it, object to or restrict how we use it, and ask for it in a portable form. Write to the address above and we will respond within one month.

If you are not satisfied with our response you can complain to the Information Commissioner's Office at ico.org.uk.

Changes

When this notice changes materially the date at the top changes with it, and we will tell customers about anything that affects them.